Administrative Assistant at Surbiton High School

2 months ago

Kingston upon Thames, United Kingdom United Learning Full time

**Job Title: Administrative Assistant**

**Job Purpose**:To support several Administrative functions across the School whilst sitting at the Reception desk

**Reporting Line**:PA to the Principal / Data Protection Lead / Senior Administrator / Community Outreach Coordinator

**Start Date**: September 2023

**Tenure**:Permanent, term-time (38 weeks of the year)

Monday to Friday, 8:00am to 4:00pm, 37.5 hours per week

**Salary**: Competitive

**Application Deadline**:8:00am Thursday 31 August 2023

**Interviews to be held week commencing**:4 September 2023***

**Key Responsibilities**:
**Pupil Absences**:

- To respond to exceptional absence requests, on behalf of the Principal
- To field absence requests regarding pupil Illness, Medical, Lateness to the Reception Team for registration
- To follow up on absence requests to provide reason for absence, when necessary
- To record respective absence on pupil's MIS record
- To file absences in applicable folders within the Absence Request mailbox
- To liaise closely with the Principal and Principal's PAs regarding any extenuating requests received
- This part of the role constitutes 15 - 20 hours per week, generally in the morning in order to manage any notification of absences received for the same day

**Proofreading**:

- To proof all letters going out to parents and stakeholders, ensuring that:

- All spelling and grammar is correct and the style is consistent
- All documents follow the agreed Surbiton High School 'house style' and branding
- Text and diagrams are positioned correctly and the layout is logical and attractive
- Page numbers and headings are correct and in the right order
- Photos and illustrations are correctly captioned
- The information is factually accurate wherever possible
- To support the other proofreaders with proofing documents as and when required and time permits

**Data Protection**:

- To complete Data Protection Impact Assessments (DPIAs) for new projects - meeting with staff, researching companies/products, completing paperwork
- To draft Data Processing Agreements, Data Sharing Agreements and other such documents as required
- To review and update existing DPIAs and Agreements on an annual basis, archiving as appropriate
- To maintain the Record of Data Processing
- To maintain the Record of Third-party Requests for Data
- To assist with Subject Access Requests
- To assist with Data Breach reporting
- To respond to queries from colleagues
- To assist with the annual review of the School’s Data Protection Policies, the School Website, Curriculum Booklets, Admissions Forms, Privacy Notices, Data Retention Schedule and other relevant documents
- To regularly review and update the permissions and specific access arrangements for approved data processors via Wonde and other online data-sharing portals, removing and adding pupils, staff and parents as necessary
- To work with the IT team, MIS team, and other colleagues to ensure that data is only shared where there is an established legal right to do so and via secure means
- To model compliance with Data Protection best practices and assist with raising awareness amongst colleagues of the importance of protecting the Rights of Data Subjects

**Reception Duties**:

- To provide additional support to the existing Reception Team, where they are unable to respond:

- To answer the telephone promptly and professionally and field telephone calls appropriately
- To act as Front of House for visitors; welcoming them to the School, offering refreshments, directing them to the relevant people in different areas of the School where necessary
- To assist parents, pupils and staff with ad hoc queries

**General**
- To provide administrative support for the Community Outreach Programme
- To carry out any such duties as may be reasonably requested

**Person Specification**
- Excellent communication skills
- Excellent command of the English language, both written and spoken, with an eye for detail and grammar and punctuation
- Excellent organisational, administrative and ICT skills
- Extensive knowledge of Microsoft Office software, including; Word, Excel, Outlook, PowerPoint and databases
- The ability to work under pressure in a fast-paced environment
- Strong customer service orientation and skills
- A friendly telephone manner
- High levels of personal and professional integrity
- Ability to create productive working relationships at all levels
- A proactive and flexible approach and able to self-direct
- High levels of discretion and confidentiality and awareness of data protection
- Enthusiastic team player, with strong interpersonal and problem-solving skills
- Ambitious and aspirational for oneself and for the School
- Accustomed to working collaboratively within a busy office environment
- Highly flexible, able to multi-task and determination to overcome barriers
- Commitment to personal professional development, and therefore willingness to develop own skills
- Committed to Surbiton Hig

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